Overview of shared data with Exact Online

Learn what data is pulled and pushed between Payhawk and Exact Online.

Nikolay Pohlupkov avatar
Written by Nikolay Pohlupkov
Updated over a week ago

The direct integration between Payhawk and Exact Online allows you to have full control over the data exchanged between the two systems.

Payhawk performs data synchronization when connected to Exact Online for the first time. Optionally, Payhawk administrators can trigger the data sync on demand.

The integration creates or maps a bank account for each active currency in Payhawk. You will also specify the starting date of the balances that you would like to synchronize between Payhawk and Exact Online.

The following diagram shows the data that is automatically synced between the systems.

Pushing payments to Exact Online

For accounting reasons, Payhawk exports only settled transactions. This means that if a payment has been authorized, but not settled yet, Payhawk will not export it to Exact Online.

Once a transaction is settled by the bank, its settlement date and amount will be automatically exported to the Payhawk bank account in Exact Online as a bank journal entry. Such transactions include card transactions and bank transfers.

Pushing deposits to Exact Online

By default, once a deposit has been received, Payhawk automatically pushes the deposit transaction as a bank statement line in Exact Online.

Sometimes the automatic export of deposits is not desired due to required pre-defined settings. In such cases, contact Payhawk to disable the automatic deposit export feature.

Pushing expenses to Exact Online

Once an expense has been reviewed, Payhawk pushes that expense to Exact Online as a Purchase Journal entry.

Linking invoices to payments

When a purchase invoice is posted and if the expense has been paid through Payhawk, Payhawk will automatically create and link a payment journal entry.

Exported data fields to Exact Online

Payhawk exports the following data fields to the Exact Online system:

  • Supplier - If the supplier is not in the Exact Online system, Payhawk will create a new vendor automatically.

  • Category - Mapped to the Exact Online chart of accounts.

  • Document number

  • Document number prefix - This optional field allows you to provide a prefix to all expenses made through Payhawk and easily visualize them for their export to Exact Online.

  • Document date

  • Service period - Once the Administrator changes the Service period date in Payhawk, it will overwrite the Document date of the expense posted in the ERP system.

  • Due date - For all bank expenses, Payhawk exports the due date. If there is no due date entered, the date of the expense is used as the due date.

  • Note - The cardholder's explanatory note for the expense is shown in the Memo field of the expense in Exact Online.

  • Document image

  • Amount - The total amount minus the tax rate for the expense.

  • Currency

  • VAT Rate - The tax rate provided by Exact Online.

  • Cost center, Cost Unit, Projects - Payhawk imports Exact Online classifications and allows them to be used as expense fields.

  • Fees - When there is a fee to the transaction, that fee will create a separate payment journal entry in the dedicated account during the connection to the ERP system.

  • Amortization start (date) and Amortization end (date) - When exporting an expense, the data from the two expense fields will be sent to the From and To date fields respectively in Exact Online’s purchase journal entry.

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